FY24
- Peter Green
Messaging
Alma FY 2024 Year-End Close Schedule
Sent by Finance & Acquisition Services to all staff via PULUpdates 5-13-2024
Alma Fiscal Year 2024 YEAR-END CLOSE SCHEDULE | ||||
|---|---|---|---|---|
Data Cleanup & Reconciliation | Audience | |||
April/May |
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| Review all Rollover documentation | Acquisitions/Finance/Alma Tech Team |
April/May |
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| Department review of financial reports, and make adjustments as needed | Selectors |
April/May |
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| Review encumbrances for appropriateness, make needed adjustments | Selectors |
April/May |
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| Review and ensure all expected transfer journals are accounted for are fully approved by month end | Selectors/Finance |
April/May |
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| Review, substantiate, and submit any purchasing card transactions from all closed statement periods | Acquisitions/Finance |
April/May |
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| Onboard suppliers for goods or services that are planned to purchase in FY24 | Selectors/Finance |
April/May |
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| Enter Requests for purchases and submit for approval, for FY24 purchase of goods and services | Selectors |
April/May |
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| Notify Acquisitions Department to close fully executed or unneeded PO’s | Selectors |
April/May |
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| Perform receipt of goods in Alma when physically received | Selectors/Acquisitions/Inventory Management |
TEST ROLLOVER / SANDBOX |
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5/17/2024 | Fri |
| Run rollover in sandbox and review results | Alma Tech Team |
5/27/2024 | Mon | HOLIDAY - MEMORIAL DAY | HOLIDAY - MEMORIAL DAY | HOLIDAY - MEMORIAL DAY |
1st CLOSE/ROLLOVER |
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6/14/2024 | Fri | 12:00 PM | All invoices must be received by Library Finance for FY24 | Acquisitions/Selectors |
6/17/2024 | Mon | 4:30 PM | Last day to import EDI invoices | Alma Tech Team |
6/18/2024 | Tue | 4:30 PM | Last day to approve invoices in Alma | Finance |
6/18/2024 | Tue | 4:30 PM | Last day to edit/create PO lines | All those responsible for PO line creation |
6/19/2024 | Wed | HOLIDAY - JUNETEENTH | HOLIDAY | HOLIDAY |
6/20/2024 | Thur | 4:30 PM | Delete 'In Review' invoices if necessary | Finance |
6/20/2024 | Thur | 4:30 PM | COB all physical receiving discontinued for FY24 | ALL |
6/20/2024 | Thur | 4:30 PM | COB all cataloguing work attached to orders discontinued for FY24 | ALL |
6/21/2024 | Fri | All day | Alma Unavailable due to Year End Processing | ALL |
6/24/2024 | Mon | 8:30 AM | Begin the rollover process | Alma Tech Team |
6/25/2024 | Tue | All day | Troubleshoot/test | ALL |
6/26/2024 | Wed | All day | Audit fund balances | Finance/Collection Development/Selectors |
6/27/2024 | Thur | All day | Fund allocation work for FY25 ledger | Finance/Collection Development/Selectors |
6/28/2024 | Fri | 8:30 AM | FY25 open for activity |
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END OF FY2024/START OF FY2025 |
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7/1/2024 | Mon | 9:00 AM | First day invoices can be approved for FY25 |
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7/4/2024 | Thur | HOLIDAY ‐ INDEPENDENCE DAY | HOLIDAY ‐ INDEPENDENCE DAY | HOLIDAY ‐ INDEPENDENCE DAY |
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Detailed Fiscal Period Close FY24 Schedule
Working document was a Google Spreadsheet. This table is here for informational purposes and for future reference.
Task Number | Task Category | Task Name | Duration | Start Month | Start Date | Finish Date | Predecessors | Assigned To | Comments |
|---|---|---|---|---|---|---|---|---|---|
1 |
| Review all rollover documentation | 5d | April | 4/29/2024 | 5/3/2024 |
| All | https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/100Advanced_Tools/020Fiscal_Period_Closure |
2.1 | Rollover test 1 | Rollover test 1: one ledger in sandbox | 1d | May | 5/3/2024 | 5/4/2024 |
| Alma Tech Team |
|
2.2 | Rollover test 1 | Rollover test 1: roll over 22660-princetondb in sandbox in Report mode | 1d | May | 5/3/2024 | 5/3/2024 |
| Alma Tech Team |
|
2.3 | Rollover test 1 | Rollover test 1: review results | 1d | May | 5/3/2024 | 5/3/2024 |
| Alma Tech Team |
|
2.4 | Rollover test 1 | Rollover test 1: roll over 22660-princetondb in sandbox in Update mode | 1d | May | 5/3/2024 | 5/3/2024 |
| Alma Tech Team |
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3.1 | Rollover test 2 | Rollover test 2: all ledgers in sandbox | 1d | May | 5/7/2024 | 5/7/2024 | 2 | Alma Tech Team | Started on 5/7 at 11:33:12 and ended at 11:33:30 |
3.2 | Rollover test 2 | Rollover test 2: roll over all PO lines in Report mode (Continuous) | 1d | May | 5/7/2024 | 5/7/2024 | 2 | Alma Tech Team | Started on 5/7 at 11:44:44 and ended at 12:38:46 |
3.3 | Rollover test 2 | Rollover test 2: roll over all PO lines in Report mode (Standing Order) | 1d | May | 5/7/2024 | 5/7/2024 | 2 | Alma Tech Team | Started on 5/7 at 12:46:07 and ended at 13:05:25 |
3.4 | Rollover test 2 | Rollover test 2: roll over all PO lines in Report mode (One Time) | 1d | May | 5/7/2024 | 5/7/2024 | 2 | Alma Tech Team | Started at 14:06:35 and ended at 15:39:59 |
3.5 | Rollover test 2 | Rollover test 2: review results | 1d | May | 5/7/2024 | 5/7/2024 | 2 | Alma Tech Team | There were no errors |
4.1 | Rollover test 3 | Rollover test 3: all PO lines in sandbox in Update mode (Continuous) | 2d | May | 5/21/2024 | 5/22/2024 | 3 | Alma Tech Team | Started on 5/21 at 13:03:57 and ended at 21:41:10 |
4.2 | Rollover test 3 | Rollover test 3: all PO lines in sandbox in Update mode (Standing Order) | 1d | May | 5/21/2024 | 5/22/2024 | 3 | Alma Tech Team | Started on 5/22 at 09:23:08 and ended at 11:46:56 |
4.3 | Rollover test 3 | Rollover test 3: all PO lines in sandbox in Update mode (One Time) | 1d | May | 5/21/2024 | 5/22/2024 | 3 | Alma Tech Team | Started on 5/22 at 12:09:56 and ended at 16:00:09 |
4.4 | Rollover test 3 | Rollover test 3: review results | 1d | May | 5/21/2024 | 5/22/2024 | 3 | Alma Tech/Acq/Finance |
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5.1 | FY24Q4 Soft Close | Convert one-time orders that are currently Partially Invoiced to Fully Invoiced | 0 | May | 5/24/2024 | 5/24/2024 |
| Paul Diskin |
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5.2 | FY24Q4 Soft Close | Export YTD Payables Detail from Prime | 0 | May | 5/24/2024 | 5/24/2024 |
| Alma Tech Team |
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5.3 | FY24Q4 Soft Close | Export YTD Ledger Detail from Prime | 0 | May | 5/24/2024 | 5/24/2024 |
| Alma Tech Team | Done on 5/31 |
5.4 | FY24Q4 Soft Close | Export YTD Detailed Expenditures in Analytics | 0 | May | 5/24/2024 | 5/24/2024 |
| Alma Tech Team |
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5.5 | FY24Q4 Soft Close | Run report to reconcile Alma Invoices and PeopleSoft Payables | 0 | May | 5/24/2024 | 5/24/2024 |
| Alma Tech/Acq/Finance |
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5.6 | FY24Q4 Soft Close | Run report to reconcicle Alma allocations and PeopleSoft Ledger Detail | 0 | May | 5/24/2024 | 5/24/2024 |
| Alma Tech Team | Done on 5/31 |
5.7 | FY24Q4 Soft Close | Reconcile Alma allocations | 1d | May | 5/24/2024 | 5/24/2024 |
| Alma Tech Team | Done on 5/31 |
5.8 | FY24Q4 Soft Close | Perform journal entries and create credit invoices in Alma for deposit accounts and missed credit card transactions | 10d | May | 5/24/2024 | 6/10/2024 |
| Finance |
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6.1 | Final EDI | Do final EDI load and process EDI invoices | 3d | June | 6/12/2024 | 6/14/2024 |
| Paul Diskin/Sue Regan | Done by 6/14 |
6.2 | Final EDI | Disable EDI loading on vendors that are on auto-pilot (EBSCO) | 0 | June | 6/14/2024 | 6/14/2024 |
| Paul Diskin | 6/14 |
7.1 | Close of FY24 | All invoices must be received by Library Finance for FY24 by 12 PM | 0 | June | 6/14/2024 | 6/14/2024 |
| All | To give staff 2 days to process invoices |
7.2 | Close of FY24 | Process remaining invoices | 2d | June | 6/17/2024 | 6/18/2024 |
| Acq/Finance |
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7.3 | Close of FY24 | Last day to approve invoices in ALMA by 4:30 PM | 0 | June | 6/18/2024 | 6/18/2024 |
| Sue Regan |
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7.4 | Close of FY24 | Delete all invoices other than those in 'Waiting for Payment' by 4:30 PM | 1d | June | 6/18/2024 | 6/18/2024 |
| Sue Regan |
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7.5 | Close of FY24 | Deactivate all New Order and Update Inventory Import Profiles by COB | 0 | June | 6/20/2024 | 6/20/2024 |
| Alma Tech Team/Paul Diskin |
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7.6 | Close of FY24 | Run final fund allocation import job at 11 AM (automatic) | 0 | June | 6/20/2024 | 6/20/2024 |
| Alma Tech Team |
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7.7 | Close of FY24 | All work on PO lines stopped at COB (4:30) | 0 | June | 6/20/2024 | 6/20/2024 |
| Acq/Finance |
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7.8 | Close of FY24 | All physical receiving stopped at 4:30 PM | 0 | June | 6/20/2024 | 6/20/2024 |
| Receiving |
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7.9 | Close of FY24 | All activation/deactivation of portfolios attached to PO lines stopped at 4:30 PM | 0 | June | 6/20/2024 | 6/20/2024 |
| Electronic Resources |
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7.10 | Close of FY24 | All work on physical holdings and portfolios attached to orders stopped at 4:30 PM | 0 | June | 6/20/2024 | 6/20/2024 |
| Electronic Resources/Cataloging/Acq |
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7.12 | Close of FY24 | Disable voucher feed lib-job script | 0 | June | 6/20/2024 | 6/20/2024 |
| Alma Tech Team | This is done using the new Peoplesoft voucher "flipper" on lib-jobs interface; it is unclear which jobs were actually stopped |
7.13 | Close of FY24 | Convert one-time orders that are currently Partially Invoiced to Fully Invoiced | 0 | June | 6/20/2024 | 6/20/2024 |
| Paul Diskin | Based on Analytics, so must be done the day after PO line work ends |
7.14 | Close of FY24 | Disable all PeopleSoft Integration Actions in Alma Configuration in Prod | 0 | June | 6/20/2024 | 6/20/2024 |
| Alma Tech Team |
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7.11 | Close of FY24 | No activity that touches POLs | 5d | June | 6/21/2024 | 6/27/2024 |
| All |
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7.15 | Close of FY24 | Deactivate FY24 Ledgers, Summary, and Allocated Funds | 0 | June | 6/21/2024 | 6/21/2024 |
| Alma Tech Team |
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8.1 | Year-end reports | Export FY24 Allocated Funds to get the draft balances for FY25 | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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8.2 | Year-end reports | Export Detailed Expenditures in Analytics for FY24 | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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8.3 | Year-end reports | Export Encumbrances in Analytics for FY24 | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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8.4 | Year-end reports | Export All Post-Cutoff Analytics Reports | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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9.1 | Final reconciliation | Export YTD Payables Detail from Prime | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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9.2 | Final reconciliation | Export YTD Ledger Detail from Prime | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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9.3 | Final reconciliation | Export YTD Detailed Expenditures in Analytics | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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9.4 | Final reconciliation | Run report to reconcile Alma Invoices and PeopleSoft Payables | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team | Ideally, all outstanding invoices are deleted from Alma before this, to account for all FY24 invoices |
9.5 | Final reconciliation | Run report to reconcile Alma allocations and PeopleSoft Ledger Detail | 0 | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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9.6 | Final reconciliation | Reconcile Alma allocations | 1d | June | 6/21/2024 | 6/21/2024 | 7 | Alma Tech Team |
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10.1 | Rollover test 4 | Rollover test 4: all ledgers in production rolled over in draft | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | Completed in 15 seconds |
10.2 | Rollover test 4 | Rollover test 4: review ledger rollover and draft budget reports | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | All funds matched |
10.3 | Rollover test 4 | Rollover test 4: activate all FY25 funds | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team |
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10.4 | Rollover test 4 | Rollover test 4: roll over all PO lines in Report mode (Continuous) | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | Completed in 5 minutes |
10.5 | Rollover test 4 | Rollover test 4: roll over all PO lines in Report mode (Standing Order) | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | Completed in 1 minute |
10.6 | Rollover test 4 | Rollover test 4: roll over all PO lines in Report mode (One Time) | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | Completed in 7 minutes |
10.7 | Rollover test 4 | Rollover test 4: review PO line rollover reports | 2d | June | 6/21/2024 | 6/24/2024 | 9 | Alma Tech Team | Roughly 426 lines are active but did not roll over; these lines should be cleaned up for next FY |
11.1 | Production rollover | Rename Fiscal Period for FY25 | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team |
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11.2 | Production rollover | Production rollover: delete all FY25 draft ledgers | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team |
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11.3 | Production rollover | Production rollover: roll over all ledgers in Update mode | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team |
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11.4 | Production rollover | Production rollover: export all allocated FY24 funds | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team |
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11.5 | Production rollover | Production rollover: export all allocated FY25 funds | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team | First done during FY24 close |
11.6 | Production rollover | Production rollover: Audit fund balances comparing FY24 Cash Balance to FY25 Allocated Balance | 1d | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team/Acq/Finance |
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11.7 | Production rollover | Production rollover: activate all FY25 funds | 0 | June | 6/25/2024 | 6/25/2024 | 10 | Alma Tech Team |
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11.8 | Production rollover | Export FPC canned reports in Analytics DAS Reports/FPC Final Checks | 0 | June | 6/26/2024 | 6/27/2024 | 10 | Alma Tech Team |
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11.9 | Production rollover | Production rollover: roll over all PO lines in Update mode (Continuous) | 2d | June | 6/26/2024 | 6/27/2024 | 10 | Alma Tech Team | Started on 6/25/24 at 9:29 AM, ended on 6/25/24 at 10:58 AM |
11.10 | Production rollover | Production rollover: verify that expected continuous lines rolled over succesfully | 2d | June | 6/26/2024 | 6/27/2024 | 10 | Alma Tech Team | 31 lines need work in new FY |
11.11 | Production rollover | Production rollover: roll over all PO lines in Update mode (Standing Order) | 2d | June | 6/26/2024 | 6/27/2024 | 10 | Alma Tech Team |
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11.12 | Production rollover | Production rollover: verify that expected standing order lines rolled over succesfully | 2d | June | 6/26/2024 | 6/27/2024 | 10 |
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11.13 | Production rollover | Production rollover: roll over all PO lines in Update mode (One Time) | 2d | June | 6/26/2024 | 6/27/2024 | 10 | Alma Tech Team |
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11.14 | Production rollover | Production rollover: verify that expected one time lines rolled over succesfully | 2d | June | 6/26/2024 | 6/27/2024 | 10 |
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11.15 | Production rollover | Production rollover: Produce report of lines with issues that did not rollover, to share with stakeholders | 2d | June | 6/26/2024 | 6/27/2024 | 10 |
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12 |
| Prepare EDI files on FTP to enable initial EDI load | 0 | June | 6/21/2024 | 6/21/2024 |
| Paul Diskin | This was a one-time task for 2024 because Paul was going to be out |
13 | Beginning of new fiscal period | Re-enable scheduling PeopleSoft integrations (except Fund Allocations and Invoice Export) and all Acquisitions jobs | 0 | June | 6/28/2024 | 6/28/2024 | 11 | Alma Tech Team |
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14 | Beginning of new fiscal period | Reactivate all New Order and Update Repository Import Profiles | 0 | June | 6/28/2024 | 6/28/2024 | 11 | Alma Tech Team |
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15 | Beginning of new fiscal period | FY25 open for activity | 0 | June | 6/28/2024 | 6/28/2024 | 11 | All |
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16 | Beginning of new fiscal period | Manually run Fund Allocation job, ensuring the fiscal period of each line is updated to FY25 before loading | 33d | June | 6/28/2024 | 8/1/2024 | 15 | Alma Tech Team |
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17 | Beginning of new fiscal period | Enable voucher feed lib-job script | 0 | June | 6/28/2024 | 6/28/2024 |
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18 | Beginning of new fiscal period | Re-enable Invoice Export PeopleSoft integration to send invoices to PeopleSoft for first time in FY25 | 0 | June | 6/28/2024 | 6/28/2024 | 17 | Alma Tech Team |
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19 | Beginning of new fiscal period | Run first EDI load | 1d | July | 7/1/2024 | 7/1/2024 | 12 | Mark Zelesky/Sue Regan |
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